2023-04-24 Meeting notes

General Check-In

5

All

Welcome to UCSD’s new Circulation Operations Manager: Ingred Mogilner Chamberlin!

Fulfillment OST Chair & Vice Chair conversation

Ross volunteers to be chair for remainder of term (June 30th) and continue as chair for next fiscal year.

Assuming no objections, we would need to determine a vice-chair (see notes ->)

5?

All

Vice Chair roles/responsibilities as per Shared Governance Task Force, UCLAS-integrated SILS structure, work practices and charges:

• Stand-in for their team’s chair, in their absence;

• Partner with the chair on planning the team’s work and fulfilling the charge, including participation on a steering committee, if one is formed;

• Fulfill the expectations of team/group members.

Actions: Ross will send out Google form to check for objections for me being Chair for remainder of term and next full term (through July 2024). Form will also include a field for Vice-Chair nominations.

Bursar integration/export

Investigate/inquire how UCSC & UCD export fees to bursar

n/a skip for now?

Follow up on the UC Consortial Block Decision for 04/05 blocks.

UCSC & UCD export fees to bursar, causing balances to zero out. is there a way to generate a report that is not tied to fine/fee balances? The goal is for Libraries to have local control over 04 or 05 blocks and if something is kicked out to the bursar’s office, it adds another layer of complexity and time) into the process.

Notes from last meeting:

UCSC doesn’t block people because of fines. Would rather just have the patron reach out about returning/replacing a block. Once the process goes to the bursar’s office, the Library is out of picture.

Action items from last meeting:

• UCSC will inquire about what happens on the AFN if a patron is blocked (or unblocked but still has business with the bursar). See email ->

• UCD haven't had a chance to sit down with billing coordinator yet. Will hopefully get something in writing for next week.

Email from Nicole @ UCSC:

It was settled that since we care more about the return of books rather than fines payment that we would keep all fines and fees listed on network user accounts in order for home institutions to place blocks on accounts. This is a change from what we currently do/have done in the past which was to use bill posting as the event that would get the patrons attention.

With that being said, we are still working out the finer points of how to proceed if a patron actually cannot return an item and needs to pay the fine through the bursar's office rather than return items.

Email from Antonio @ UCD:

I spoke with our Billing Supervisor and clarified our current block / billing process:

1. As mentioned before, fines / fees are zeroed out once they are exported to the bursar’s office. We do not add them back onto the account.

2. Network and non-affiliate users are billed through our Library Finance department. These bills are paid directly to the campus cashier’s office.

3. We only block borrowers for Overdue Recalls. However, these blocks fall off once fines / fees export to the bursar and we do not add them back on.

Waiting for now.

3/30: Consortia Block meeting was cancelled to provide the team additional time to make final edits on the decision page. Additionally we’re hoping to hear back from ExL on the questions we proposed.

4/13: edits are still being made to the decision page. stand by for completed document.

Review: AFN Potential Issues & Resolutions (draft) page

Review linked pages to ensure information is accurate and up to date. If you have problems editing/viewing, let me know.

4/18: Ross consolodated google doc and 2nd page of linked PDF.

4/24: Group review before it leaves “draft” status.

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All

• AFN potential issues & resolutions

  • confluence page here

  • google doc here

For what it’s worth the google doc is more recent than confluence…but we should probably consolidate these pages into confluence for distribution.

Open

Review: Library Fulfillment Directory (draft) page - DONE

Review linked pages to ensure information is accurate and up to date. If you have problems editing/viewing, let me know.

Note: draft pages will be run by All-Chairs for approval. The group will consider any implications for other OST’s.

n/a

Ross

• Library Fulfillment Directory

  • doc here

Done!

Each campus keep up date as needed.

As you make edits, just be sure to mark the “as-of” date at the very bottom.

Problems with notice letters for network users?

Investigate: Is anyone having problems with letters?

5? (might not require conversation?)

Sahra/All

UCR has a faculty member who isn’t getting emails for items that are due. Are notices setup for network users? Sounds like it might be a one-off and not necessarily a consortia problem.

Faculty member checked spam/clutter/etc didn’t see the notices. Checked settings, didn’t see anything. Stumped.

However, received “return receipt”.

Ross will look into how it was solved at UC Merced - we had a similar issue prior to go-live.

• We made a request to campus IT to add Alma notifications to the SPF filter, but were told OIT could not do it. Apparently we had to have individuals mark emails as “not spam”, but I don’t remember this being very widespread.

What is considered “damage” to an item?

• Define “damage” to item (vs. normal wear/tear)

• Identify when we would notify AFN partner.

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All

UCR - sends damaged materials to preservation unit for assessment & mitigate any further damage (ex. dry liquids). Wouldn’t necessarily do that with an AFN item.

Hopefully fulfillment notes exist for writing/underlining/highlighting.

Water damage, bite marks, mold, etc - those aspects would warrant contacting the lending library. Same for pages separated from spine (but this could possibly be wear & tear).

“If it were me, I would want to see the item.”

Is the time spent reviewing damage “worth it”? How much time is being spent managing something that isn’t manageable.

Action: carry topic on to next meeting to continue discussion.

How to handle "Building Use Only" or "Library Use Only" items via the AFN

Currently, if a network user requests a building use only item it would circulate for 90 days. The borrowing campus would have to either not check it out to the user in Alma (using some manual process) or check it out for 90 days. I had asked if a network ToU would need to be created to allow these items to circulate a maximum of the library's closing hour and using a reading room circulation desk the items could be replaced on the holdshelf if the user had not finished with it. This is important for RLF materials that are building use only.

10

Mark/All

Nicole: RS was trying to figure out how to use reading room (in Alma) for this particular issue.

Sahra: there was a ticket placed with ExL because the results weren’t what we expected. Trying to get ILL items to patron using reading room, AFN items not working properly.

Alison: If I recall correctly, ExL says they fixed it, but I’m not sure if that was the right one.

Ross: UC Merced doesn’t use Alma for Library Use Only AFN items. We physically hand off to patrons to use in our office suite, and then place it back on a hold shelf if they still need it, or return it to the lending institution if they don’t.

Action: Carry topic on to next meeting so other members can chime in.

Sahra: Would have to look into status of that ticket for the next meeting.

Alison: Will also confirm if the ticket was completed and problem was fixed.

Fulfillment Work Plan

Ongoing review and update as needed.

Link here.

5

Ross

Housekeeping

Made edits last time to:

• AFN potential issues & resolutions

• Library Fulfillment Directory

Ross will log any changes to the draft pages:

Wrap up/Topics for next time

5

All

Eric: item for discussion in due course: if each campus sends materials through campus-mail to patrons. What’s the liability if they claim a package hasn’t arrived. If patrons can’t come to the main library to pick up a book, we introduced policy for campus delivery. What’s the experience with everyone else for their delivery options?